At AIA we've started an exciting movement to create a healthier, more sustainable future for everyone.
So if you believe in inspiring a better future, read on.
About the Role
Join a dynamic team that brings large scale events and agency engagement initiatives to life. In this role, youll support the planning and execution of key events, manage administrative and operational processes, and drive agency communications that keep our distribution force engaged and motivated. From coordinating vendors and logistics to overseeing festive campaigns and internal systems, you'll play a critical role in ensuring seamless delivery behind the scenes. This is an excellent opportunity for someone who is highly organised, detail oriented, and thrives in a fast pace environment, with exposure to both events execution and operational management.
To provide administrative support and assist in events pertaining to:
- Agency Communication
- Administrative & Secretariat Support
- Events / Logistics Support
so as to motivate the agents by supporting the agency, FA and company to achieve the targets and business growth.
Roles and Responsibilities:
- Administrative & Secretariat Support
- Develop & monitor the distribution of festive and corporate collaterals.
- Source, evaluate and appoint service providers for the collaterals, involving the tender process with Procurement.
- Develop concepts with graphic designers (internal & external) and obtain branding design approval from Marketing. Items include Chinese New Year red packets (ang baos), paper bags for mandarin oranges Hari Raya green packets for Tied Distribution (Agency & FA) and mooncakes for ALMA Exco.
- Administer the sales process from monitoring the sales of the festive items via e-shop, liaise with different departments on the orders, including AIA Brunei's orders, working closely with the collateral service provider, printer within budget and delivery timeline.
- Monitor, keep an inventory on the purchased office supplies and premiums (e.g shopping vouchers and gift cards) with attention to budgetary constraints. Create and maintain an effective internal control for premiums.
- Manage and organize office and storage space, support daily operations of the department and plan an efficient administrative procedure for the following:
- Mail collection and distribution to team members, if any, check uncleared incoming mail from Outlook Engagement Public Folder, forward to appropriate team members to follow up and attend to e-enquiries.
- Sort, send, collect and file correspondences which are stored properly and easily retrieved. This includes identifying, maintaining and arranging the events and budget file for audit purposes.
- Perform clerical tasks type, photocopy necessary paperwork, if required, assist in invoice processing receivable and payable via Ariba and follow up with Finance on timely payments, plan and coordinate department's monthly meetings and mail merging.
- Create, maintain and upkeep a library of quotations and contact details from hotels, venues, events companies and related vendors to reduce time spent on sourcing by the events team.
- Events Planning & Support
- To coordinate the annual Chinese New Year Lion & Dragon dance performances at the 3 locations - AIA Tower, Alexandra & Tampines and FA if required.
- To assist in events with responsibilities ranging from registration, logistics and attendance.
- Source, evaluate and appoint external service providers (e.g event organiser, photographers & videographers) and liaise with them on event set up and logistical issues (e.g set up of backdrop, av equipment, public liabilities, insurance, banquet set up)
- Oversee preparation, analysis, negotiation and review of contracts related to the Club's rewards - Jackets, Plaques and Frames, Trophies, Medals, Long Service Awards and Jewellery.
- Coordinate and source for a creative agency for the annual studio photo shoot of our Top Awardees (featured in the Agency microsite and e-magazine). This involves schedule coordination for a few hundred awardees and qualifiers.
- Other responsibilities include providing support for ad-hoc projects and events.
Minimum Job Requirements:
- Education - O Levels & Above
- Experience - 3 to 4 years experience in administrative-related portfolio. Experience in events planning is an advantage.
- Certifications/licenses - NIL
- Skills - Communications, organizational and negotiation skills is a must. Proficient in MS office. Advance Excel (V-Lookup is a must especially for registration/ rsvp purposes and budgetary and mail merging), Powerpoint for presentation deck.
- Character - Meticulous, team player and resourceful with problem solving skills
Believe in better with AIA.If you work at AIA, you play an important part in this movement. Which is why we give you every opportunity to learn, grow and shape your career - your way!
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